Before you compose the letter, you should assess whether the flat is filthy or simply untidy. Uncleanliness may be both a health and a sanitation concern. If it is just cluttered, it may be labeled a fire danger, in which case you should draft your letter accordingly. You should also consider the time at which you will mail the letter. If you plan to send the letter by first class mail, then it must arrive no later than seven days after it is written. For standard letters, there is no upper limit on how soon they can be delivered, so if you want yours to reach its destination quickly, then you should use express mail.
Now that you know what kind of letter you will be writing, it's time to draft it. Start with a brief introduction mentioning the reason for the letter along with the name and address of the addressee. Next, state your intention clearly by saying something like "As far as I know," or "According to my information," etc. Mention any recent news about the unclean apartment and conclude with some hope or expectation for change. For example: "I have heard through the grapevine that your company recently purchased new equipment." Or "I understand that you just had a fire damage at your place." Be sure to sign your letter and include your return address if you're sending it via postal service.
You should receive an answer to your letter within a few weeks.
Your first letter should indicate that you were recently in the apartment (give the dates) and that you saw that the flat was not kept to the levels required by your community per their contract. Specify what was discovered, for example, open food containers in the kitchen, an accumulation of unclean dishes, and so on. Explain that you will not be able to allow this situation to continue if you are going to receive your security deposit back.
In the second letter, mention that unless the problem is resolved, you may have to take further action, such as reporting the issue to the police or your landlord-owner. If possible, get a friend or family member to help you write out this letter so it comes across more serious and less threatening.
You should send both letters by certified mail with return receipt requested. You must also send a copy of each letter by regular mail. You can use form ZA-1098 to create these letters. These forms can be found online at www.suncoastgov.com/forms or by calling 772-692-7070.
If the problem has been resolved, sign and date the letter received. Put "Contract Terminated" next to the case number if that is how you classified it. Otherwise, leave the form unclassified. Mail all copies of the letter returned from Unclean Tenant to the address listed on file with Suncoast Government Center.
Keep your wording clear and simple when writing a letter or email to your landlord to avoid any confusion. Include pertinent information such as the date of writing, the dates of any incidents mentioned in the letter, as well as your contact information and unit number.
To contest unjust landlord charges, you must build a paper trail so that you have documentation to back up your allegations if you wind up having to litigate. As a result, you must draft a professional business letter that you may write to your landlord. In each word processing program, you may find a blank template for a business letter.
Most landlords will take basic information about your previous flat, such as the property manager's contact information, in order to contact you. Even so, having a letter prepared ahead of time can save them time and effort. It's a good idea to obtain one of these letters before leaving your present housing complex.
Your letter should include: a description of the damage; the name and address of the former owner or their agent; and proof of insurance. If there is damage to the property beyond what has been stated on the application, be sure to include this information in your letter as well. If the former owner does not respond to your first letter, it is acceptable to follow up with another. You should write the letter by hand and send it via certified mail with return receipt requested. Make sure to keep a copy of each letter for your records.
In some cases, especially if the building is old, you may be required to provide medical evidence of your ability to pay rent legally. If this is the case, then your doctor or dentist should be able to provide you with a valid note indicating that you are fit to live on your own.
If you have a disability, then you should also include a statement from your doctor describing how it affects your ability to work. For example, he or she might state that you are unable to walk or drive long distances. In this case, you would need to provide a note from your doctor confirming this information.